Equipment

Mechanical equipment that connects to a utility (power, water, air, or gas) or is physically attached (drilling a hole or affixing something to a wall or floor) to a building or structure. Any equipment that has a specific or specialized purpose (e.g. lab equipment: equipment that is large and/or uses a large amount of power; equipment that affects other building infrastructure). Any equipment that may affect accessibility (ADA) or fire/building code requirements in the space. Common types of equipment fitting this category include major appliances (e.g., refrigerators, washing machines, clothes dryers, dishwashers, 3D Printers) or lab equipment. Please note this does not include normal office equipment (e.g., small countertop appliances (coffee maker, tea pot, toasters, etc.), desktop lamps, printers, computers) and normal tabletop teaching equipment that does not meet the description above.

This does not include technology equipment, refer to the TECHNOLOGY transaction type.

This does not include furniture, refer to the FURNITURE transaction type.

 

Yes, and if the purchase will be from a foreign supplier, please submit the Foreign Purchase requirements with the requisition.

A minimum of 10 working days after Purchasing receives all completed documentation.

  • For any equipment that may be used in a classroom with students, it must go through the ATI process.
  • Campus and Foundations thresholds
    • All Goods & Services purchases between $50,000 - $100,000 require a minimum of 3 competitive quotes. If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).
    • Anything under $50,000 is at the discretion of the Purchasing Department as to whether additional quotes are required.
    • Purchases over $100,000 require a Request Formal Proposal (RFP). If obtaining quotes from small or disabled veteran businesses and the total amount is less than $250,000, then only 2 quotes are required from the same classification (for example, 2 small business quotes).
    • Foundation “G” (Grants) Funds - All Goods & Services purchases between $10,000 - $49,999 require at least 2 informal quotes. Anything between $50,000 - $100,000 require 3 informal quotes. Purchases over $100,000 require a Request Formal Proposal (RFP).

Review Terms and Conditions.

Obtain approvals from appropriate areas.

You will need to receive pre-approvals via email from Beach Building Services' (BBS) Campus Deputy Building Official Program (CDBO) if the equipment meets the description of this category.

Send your request to CampusDeputyBuildingOfficial@csulb.edu. Once you have received this pre-approval, attach the email to your requisition for purchasing review.

Ensure property assets are properly tagged.

By accepting a contract with the CSU, Contractors must certify they are neither nor its principals or its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any federal department or agency (2 Code Federal Regulations[CFR] 180.220, in accordance with the Office of Management and Budget guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235).

For contracts using both, CSU and federally awarded funds, a debarment check must be completed prior to issuing any procurement contracts of goods or services that are $25,000.00 or greater.

Risk Management Review Required?

As determined by Purchasing.

  1. Permitted Payment Options: Subject to the above requirements.
    • PO –Allowed
    • ProCard – Not Allowed
    • One Card –Not Allowed
    • Direct Pay –Not Allowed
    • Employee Reimbursement – Not Allowed
  2. Documents required:
    • Supplier Invoice
    • Additional required documents are listed under the Additional Forms or Requirements section above.
    • Delegated approval (DOA) using one of the following options
      1. Purchase Order (PO)
        1. Dispatched PO & receipt of goods through Shipping & Receiving (no action required by requesting department)
        2. Authorized stamp on invoice referencing PO# and Acknowledgement of Service
        3. Electronic approval (via email) sent directly to fisinvoiceapproval@csulb.edu   
    • Contingent Documents
      1. If the supplier is not currently in PeopleSoft, then include the Vendor 204 (DocuSign) or, for international vendors, complete the W8Ben
      2. If foreign supplier purchase requires pre-approval, then submit an approved Foreign Supplier Pre-Approval form with payment method.
  3. Payment Notes:
    • All checks will be mailed by the Accounts Payable department

Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more information.

Common GL Account(s) to Use

  • 616001 - I/T Communications
  • 616002 - I/T Hardware
  • 616003 - I/T Software
  • 619001 - Other Equipment
  • 619002 - Instructional Equipment

Refer to your Division/College/Department for additional policies and procedures.